05/05/2009 Regular Meeting WOMENS BAY SERVICE AREA BOARD — AUG 2 6 2009
REGULAR MEETING
May 5, 2009
Call to Order — 7:10 pm
Members Present — John Isadore, Scott Griffin, Dave Conrad, David Heuman, Jessica
Horn
Excused — George Lee
Guests — Roland Baker, Steve Honnold, Bob Tucker
Citizens Comments —
Mr. Baker requested permission from the Board to perform trenching along his property
line and on to KIB property to facilitate drainage. He stated that he had purchased a back
hoe and owned a grader and with the help of the neighbors would like to work toward
improving the drainage for himself and his neighbors.
The Board commented that the permission was required from the KIB to dig on that
property. Any permissions or permits required must be approved by KIB staff.
Mr. Honnold stated that he wanted to know when the Board anticipated the completion of
the projects discussed at previous meetings and what additional actions were being
considered for the future summer season.
The Board requested that Mr. Honnold stay for the meeting as these issues would be
discussed per the agenda.
Approval of Minutes — March 18, 2009
Motion: - Conrad made a motion to approve minutes of March 18, 2009 as presented.
Seconded: Heuman
Roll Call Vote — Isadore — Yes, Griffin — Yes, Horn — Yes, Heuman — Yes,
Conrad — Yes
Motion Passed - 5 Ayes, No Nays.
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Old Business
Fire Department —
I SOP Status — SOP being developed and reviewed.
E Surplus of Old Engine — No update
Energy Upgrades — Project placed on hold for next fiscal year. (FY2010)
Tanker 23 Repairs — Parts ordered and received. Manual printed. No
further action to date.
IFSTA Manual Purchase — Delayed
Hat Purchase — Delayed
Demolition Saw Purchase — In progress
Communications Grant - In progress — Equipment being installed
Fire hall Boiler Replacement - RFP was out on the street and awaiting
review of received bids and award by KIB. Still anticipate completion by
the end of the current fiscal year.
Road Service —
Crack sealing project to begin at any time. Materials have been purchased by
contractor. Awaiting weather window for start.
Answering Service — On hold. Awaiting KIB MIS for discussion regarding switch
of phone companies. Last information was that Van Dyke of KIB MIS was
gathering information. Suggested board contact VanDyke directly for status.
Nixon Ranch Survey — Awaiting final action by KIB Staff after legal description
was received from the surveyor.
Flooding Issue — Sargent Creek Road/Chiniak Drive —
Isadore stated that the remaining work to complete that was previously discussed
was to replace the lower Chiniak Drive culvert and place material to divert the
drainage into the main ditch line. Complete the two sections of the berm near the
bus stop location.
Further discussion regarding Baker's request was held in regards to the KEA right
of way in the area and the possible requirement to place a culvert under the
existing electrical line to ensure drainage.
General discussion regarding the overall performance of the drainage throughout
the winter and spring rains was held.
Horn stated that the placement of snow over the Chiniak culvert resulting in
aiding in the freezing of the ends of the area culverts led to the overflowing of the
ditches during heavy rains in late winter.
Honnold suggested that with the discussed additional work planned, consideration
to plowing the snow away from the area ditches and culverts may be considered
as not to fill the ditches and culvert ends could possibly prevent some flooding in
the area. Honnold requested a copy of the minutes for this meeting. He was told a
copy could be available after the prepared minutes were approved by the Board.
Tucker stated that he agreed that the drainage proposed by Baker was not service
area work. He stated that he was there to assist if possible and would inquire if
MB funds were available to perform clean out the inlet and outlet of the existing
cross rod culverts on Sargent Creek Road. He added that Baker should contact
him if he needed assistance with contacting the proper individuals regarding
permitting or permissions.
Discussion continued regarding the clearing of the ditch line and driveway
culverts in front of the Haight property on Sargent Creek Road and the installation
of an additional culvert at the south end of the Haight property near the KEA
transformer to facilitate drainage on that side of the road. The Board committed to
look at that work for the spring/summer work period.
Old Business —
Fire Department —
Conrad stated that the department wished the Board to consider returning to the
program of Scott Bottle purchasing. He stated that this project was suspended
during the timeframe of replacing the fire apparatus and that now may be the time
to consider restarting that project.
Motion: Conrad made a motion to expend up to $10,000.00 to purchase new Scott
air bottles.
Seconded: Griffin
Roll Call Vote — Isadore — Yes, Griffin — Yes, Horn — Yes, Heuman — Yes,
Conrad — Yes
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Motion Passed - 5 Ayes, No Nays.
1 Conrad stated the department was going to look into purchase of a portable hose
washer. The department borrowed and tested a unit owned by Bayside Fire and
was pleased with the results.
Road Service —
1 The Board received a letter from KIB staff regarding any changes required
regarding the bid package for the upcoming RFP for the Road Maintenance
Contract.
Tucker stated that this was a short timeframe and that any changes would be
needed by the next day so the bid packages could go out.
No significant changes were discussed of brought to the table.
Horn stated that she did not have enough time to consider the information
presented and was not familiar enough with the package.
Motion: Conrad made a motion to approve the Road Maintenance Contract
package as prepared by KIB staff.
Seconded: Isadore
Roll Call Vote — Isadore — Yes, Griffin — Yes, Horn — Abstained, Hellman — Yes,
Conrad — Yes
Motion Passed - 4 Ayes, No Nays, 1 Abstention
Tucker stated that the KIB had been contacted by a resident regarding a gravel
berm of bump placed by a resident on Womens Bay Drive. He stated that the
complainant described it as dangerous.
Conrad stated that he travels that road daily and applauded the resident as many
vehicles travel far to fast in the area.
Isadore stated he would look at the bump and decide if it was dangerous. If so he
would have it removed by the contractor. He added that it would be automatically
removed the next time the road was graded.
Horn stated that there is a washout on Lake Orbin Drive caused by a frozen
culvert and full ditch line that had cut a ditch and narrowed the road.
Isadore stated he would look at the area.
Conrad asked Isadore if he had noticed the washing out of gravel along Kalsin
Drive.
Isadore stated he saw the wash out and would order the area be repaired.
Board Member Comments:
Horn stated that she had been contacted by residents regarding the safety of the
Contractor's employees and observations that the Contractor's employees have
been observed "sitting" in the equipment while performing ordered tasks talking
on the phone and not performing work tasks for "periods of time ". She asked if
there was a way to monitor productivity or verify time charge by the contractor.
Griffin stated that the Board should work with the residents, KIB staff and others
to ensure the work proposed with the mil increase was accomplished. He added
that he believed that the Board should follow Robert's Rules more closely to
avoid the requirements to repeat meetings.
Heuman stated that he was concerned with the amount of funds that have been
spent to correct issues at individual areas resulting in other areas being neglected.
He wanted to see conclusion of work on areas that large sums of funds have been
spent and move to other focus areas.
Next Regular Meeting to be held on June 2, 2009, 7:00 pm at the Womens Bay Fire hall.
MOTION: Griffin made a motion to adjourn.
Seconded: Heuman
Voice Vote — Unanimous vote, All Ayes — Meeting adjourned at 8:45 pm
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Chairpirson Witness